Executive Assistant (6-Month Fixed-Term Contract)

L-Acino is part of Arcera, a global life sciences company headquartered in Abu Dhabi, United Arab Emirates. Our purpose is to enable longer and healthier lives while creating sustainable growth. We develop, manufacture, and commercialize a broad range of high-quality innovative and proven medicines in key international markets. With an operational footprint spanning over 90 countries across four continents, and manufacturing sites in eight countries, we offer more than 2,000 medicines across various therapeutic areas worldwide.

The position will be based in Dubai, UAE and will report directly to the Cluster Head, Gulf Region. The position is responsible for providing high-quality executive, legal, and operational support to the Cluster Head and business functions across the Gulf & META region. The role ensures the effective management of executive priorities, legal administration processes, contract management systems, and regional meetings and events, contributing to operational efficiency, compliance, and the successful delivery of business objectives.

Your Responsibilities will be:

• Provide comprehensive executive support to the Cluster Head, ensuring seamless daily operations through proactive calendar management, including scheduling, prioritizing, and coordinating meetings, appointments, and travel commitments.
• Manage all aspects of complex travel arrangements for the Cluster Head, including flights, accommodation, visa applications, ground transportation, and itinerary planning.
• Prepare and process expense claims for the Cluster Head and review submissions from direct reports to ensure accuracy, completeness, and compliance with company policies.
• Coordinate and facilitate approval workflows and sign-off processes by organizing required documentation, tracking progress, and following up with relevant stakeholders.
• Support the planning and execution of leadership meetings, business reviews, town halls, and internal events, ensuring efficient logistics and alignment with business objectives.
• Prepare presentations, reports, correspondence, and meeting materials on behalf of the Cluster Head as required.
• Act as a key liaison between the Cluster Head and internal/external stakeholders, ensuring effective communication and timely follow-up on action items.
• Perform ad hoc administrative and project coordination activities while maintaining a high level of confidentiality, professionalism, and attention to detail in a dynamic business environment.
• Serve as the primary administrator for the Contract PodAi contract management system across the META region.
• Coordinate and assign system training to Business and Power Users, ensuring effective adoption and compliance with established processes.
• Manage and maintain user workflows across all META countries, including user access rights, role assignments, confidentiality controls, and alignment of Legal and Business stakeholders within the system.
• Provide first-line support to upload administrators and end users, resolving access issues and responding to system-related queries in a timely manner.
• Upload and maintain contract records for Gulf and DRO, ensuring completeness and accuracy of documentation.
• Monitor and manage Business and Power User licenses, maintaining accurate user logs and optimizing license allocation.
• Collaborate with the Commercial Excellence team to coordinate training programs, including venue arrangements, participant logistics, and administrative support, ensuring a seamless learning experience and an environment conducive to effective knowledge transfer.
• Support the planning and execution of large-scale meetings, conferences, and events across the Gulf Cluster (UAE and Non-UAE markets), ensuring seamless coordination and delivery.
• Manage venue sourcing and procurement activities, including vendor coordination, purchase requisition processing, contract management, invoicing, and payment follow-up.
• Coordinate visa application processes for participants, including appointment scheduling, document collection, and ensuring compliance with travel requirements.
• Arrange end-to-end travel logistics, including flight bookings, accommodation, travel insurance, airport transfers, and other pre-travel and on-ground requirements.
• Oversee meeting logistics, including venue setup, meeting room arrangements, audiovisual requirements, agenda coordination, team-building activities, catering, and dinner events to ensure a high-quality participant experience.
• Liaise with internal stakeholders, external agencies, hotels, and service providers to ensure timely execution, cost efficiency, and adherence to organizational policies and procedures.

Your Profile:

• Bachelor’s degree in business administration or related field.
• Strong administrative and executive support skills, including calendar management, travel coordination, and meeting organization.
• Experience in event planning and logistics management, including vendor and venue coordination.
• Knowledge of contract management processes and document control practices.
• Familiarity with procurement, purchase requisitions, invoice processing, and expense management.
• Proficiency in Microsoft Office Suite (Excel, PowerPoint, Word, Outlook) and collaboration tools.
• Experience using document management systems, contract lifecycle management tools, and e-signature platforms (e.g., DocuSign).
• Experience supporting senior executives or leadership teams.
• Exposure to legal administration, corporate governance, or contract lifecycle management.
• Experience coordinating regional or international meetings, conferences, and training events.
• Understanding of compliance requirements and document retention practices.

This is the opportunity to join a very dynamic organization, where decisions are taken fast and where you can actively participate in shaping our future. If this sounds exciting, we would love to hear more about you!